Integrated Facilities Management Proposal -
Snowflake London
Tailored workplace solutions for a data-driven culture x
This document has been prepared
Tom Morgan
Connor
Greg Trappm
prepared for the attention of: Morgan Leydon Trappm
Contents
Section A: Executive Summary
Section B: Company Background
Section C: Management and Staffing
Section D: Our Approach to Integrated Facilities Management (IFM)
Section E: ESG & Sustainability at Loop 360
Section F: Service Levels and Performance Management (SLAs & KPIs)
Section G: Project Programme
Section H: Fee Proposal
Section I: Conclusion
Section A: Executive Summary
“ “
Loop 360 is built to match your pace and standards — delivering smart, seamless facilities management that feels part of your culture, not added to it. We're ready to be the partner that helps power Snowflake’s next chapter.
Executive Summary
At Loop 360, we specialise in delivering tailored, high-quality Integrated Facilities Management services that elevate the performance of the workplace. We understand that Snowflake is seeking a partner who can match your pace, your culture, and your commitment to excellence, and we firmly believe we are that partner for you.
I’m proud to present this submission that our have really enjoyed putting together, and I hope this conveys not only the strength of our service offering, but our eagerness to work alongside the Snowflake team. You’ll see within this proposal a detailed explanation of our Single Point of Accountability model, an approach that ensures clear ownership, efficient communication, and consistently high standards that we know Snowflake expect. It’s a model that has delivered proven success across our portfolio of high-end clients and is our belief the only way to delivery an integrated Facilities Management model.
Throughout our proposal, we’ve outlined our approach to mobilisation, compliance, lifecycle planning, and overall service delivery. We’ve also introduced how our nHance platform, that empowers data-driven decisionmaking and transparency across all service lines.
From daily cleaning routines to strategic CAPEX forecasting, our goal is to provide services that feel embedded within your workplace culture, not bolted on.
We hope this proposal demonstrates our readiness to contribute meaningfully to your workplace experience, and our ambition to form a long-term partnership that’s built on trust, communication and collaboration.
Jackson Matthews, Managing Director, Loop 360
Section B: Company Background
Who We Are
Loop 360 is part of the wider Loop Group, one of the few organisations globally able to deliver end-toend expertise across the entire workplace lifecycle. From early-stage consultancy and workplace strategy to design, fit-out, smart technology integration, and complete FM delivery, we create and sustain exceptional spaces for high-performing businesses.
Founded in 2012, Loop has built a reputation for designing, building, and managing spaces that inspire. At every stage, our teams bring deep expertise and a passion for workplace excellence that’s evident not just in the environments we create, but in the lasting impact those environments have on the people who use them.
About Loop 360
Loop 360 was established to complete the workplace service journey, bringing the operational insight of facilities management together with the vision of workplace consultancy and design. As a boutique FM provider, we specialise in premium and high-performance office environments, offering clients a seamless, proactive, and peoplefocused service model.
We work in partnership with organisations who value service quality, attention to detail, and the experience of their people.
Our FM offering combines:
• Proactive M&E maintenance
• Smart data and digital insights via our in-house platform, Nhance
•Engaged, customer-facing soft services teams
•A culture of continuous improvement driven by innovation and feedback
Across our client portfolio, the result is a workplace that’s not just clean and compliant- It’s energising, responsive, and intelligently managed. One where end users feel empowered, and clients benefit from a partner aligned to their goals.
Contract Team
Bethan Dams, Business Operations Manager
Frank Fresquez, Technical Manager
charlie herd, Contracts Manager
Jenny Troung, People Manager
Oliver Gold, Contracts Administrator
Josh Murphy, Project Manager
Isra Kassemi, Finance Manager
Harry Leeson, Client Solutions Director
Jackson Matthews, Cofounder and Managing Director
Ryan Stillwell, Operations Director, Soft Services
Renee Sampilo, Workplace Experience Manager
Loop 360, Snowflakes Perfect Partner
*Please click for the details.
The Loop family history 13 years of growth
Rachael, Andy, James, Keith & Paul found Loop Interiors.
Turnover achieved in first 5 years with steady and sustained growth. £29M £15M
Cirque Furniture is launched,a Furniture Dealership sister company.
£41M
Combined Loop Family Turnover 2022-23.
£81M
£73M
Combined Loop Family Turnover 2024-25. Target for Loop Family 2025-26.
Loop Interiors expands to the International market with a name change to Loop Interiors International.
Loop Local is launched, focusing on UK regional fit-outs.
Loop 360 is launched, a facilities management and aftercare provider for new & existing clients.
Nhance ‘Smart Building’ platform is launched by Loop 360 to the UK.
Cirque Living the residential furniture and interior design consultancy specialising in amenity space projects.
Strategic global partnership established with Adrianse.
How We Deliver Differently
Loop 360’s model is built around attentive client support, risk management, and a shared focus on the workplace experience. We’re able to deliver this in a way that larger FM providers often can’t — thanks to two core advantages:
Agility
As an SME, we operate without the delay or dilution that often comes with excessive internal approval layers. Our teams are empowered to make decisions that enhance client outcomes, quickly and confidently.
Longevity over profit
Our incentive structure isn’t based on short-term financial performance. Instead, our team is measured and rewarded based on Long-term client relationships Service development, and peer support. This shapes a culture where collaboration and care take priority over quick wins.
In a market where clients increasingly want a true service partnership, Loop 360 offers an alternative to the transactional, KPI-chasing models typical of larger providers.
Technology-Led, People-Driven
Loop 360 was built with smart building technology at its core. From day one, we’ve invested in our own platform — Nhance — giving us full control over how we collect, analyse, and act on workplace data.
This custom-built CAFM and smart analytics suite enables:
• Seamless reporting
• Occupancy and environmental tracking
• Compliance auditing
• Predictive maintenance
• Feedback capture from client teams and end users
Looking ahead, we believe the most successful FM partnerships will come from the intersection of smart technology and exceptional people. Loop 360 is leading this transformation — the only FM provider in London with a truly in-house digital service capability, ready to evolve with AI and workplace automation.
Empowering Smart Decisions for a Sustainable Built World
nHance, an advanced smart building platform designed to elevate building performance, occupant experience, and operational efficiency.
Developed with a clear focus on achieving the highest industry standards, including SmartScore Platinum, nhance leverages IoT, data analytics, and AI-driven insights to provide real-time visibility, intelligent automation, and actionable intelligence across the built environment. Our solution empowers clients to optimise energy use, streamline facilities management, and create smarter, more responsive workplaces.
We can confirm that our nHance platform can integrate seamlessly with your existing occupancy sensors, including Versence and Butlr. This integration will enable us to capture real-time occupancy and movement data, providing a powerful visual representation of how space is utilised across the Snowflake floors. These insights will allow us to identify trends, optimise space usage, and recommend data-led changes to improve efficiency and workplace experience.
*Please click for the details.
Building Intelligence into Every Square Foot
To illustrate the value of this approach, we have included an example heatmap from a previous client project, which clearly highlighted underutilised desk space and hightraffic collaborative zones. These findings directly informed a successful space redesign, replacing low-use desks with dynamic, collaborative working areas better aligned to staff needs and work patterns.
We would propose to deliver this introduction of nHance as Phase One integrating existing occupancy sensors, other existing systems and all building information, forming the foundation for a broader rollout of additional features and
enhancements over the first year. This proposal would be delivered under a separate agreement, allowing for flexibility in scope and delivery.
By deploying the nHance platform alongside our facilities management services, we create a connected ecosystem that enhances the onsite experience for staff, supports agile working, and empowers informed decision-making through actionable insights.
*Please click for the details.
Phase 1 (0-3 months): Smart Building Enablement
Integrate existing IoT components, other building services and all building information to the nhanceTwin solution, enabling smart building operations.
Phase 3 (> 12 months): Insights & Optimisation
With our real-time data streaming, nhanceTwin helps continuously identify and improve building performance through the building lifecycle.
Phase 2 (4-6 Months):
Additional nHance features
Design and agree the additional nHance features to be included in the platform and develop a roll-out plan for these.
Phase 2 (7-12 Months): Data Gathering
Gather building data from existing systems and additional IoT components to build a base line for the Snowflake demise, with real-time data streaming on nhanceTwin.
Phase 4: Portfolio Roll Out
Following successful completion of the Snowflake London office deploy nhanceTwin across the rest of the Snowflake portfolio
A Local Partner, With Global Reach
From our base near Tottenham Court Road, we manage a dense network of high-end client sites across Central London. This location gives us the ability to deliver a consistently personal and responsive service, from frontline cleaners and engineers through to contract management and senior leadership.
We will never be more than 20 minutes from your London site, and that matters. It means our teams stay visible, engaged, and close to your culture, supporting your workplace not just in function, but in spirit.
At the same time, Loop offer genuine global capability. Our teams have delivered projects across Europe, and our smart building platform, Nhance, is currently in use at client sites in India, Singapore, Dubai and Vienna.
So, while our FM service is rooted in local presence and attentiveness, we are fully equipped to support Snowflakes with wider expansion, whether that’s advising on new locations, onboarding new offices, or delivering consistent service standards across borders. Our model offers the best of both worlds: the speed and flexibility of a Londonbased SME, with the capability and experience to scale internationally, if and when needed.
Experience & Case Studies
The following case studies have been selected as a demonstration of our commitment to an exceptional enduser experience. Each of these clients operate their own environments with the same exceptionally high standards as we set ourselves, and it is in this joint commitment, that we deliver a true partnership.
The team are all very friendly and approachable, always available to discuss the needs of the office. They treat each job, no matter how big or small, with the same level of care and attention.
I would not hesitate to recommend Loop to any other office looking for assistance…the team are very reliable and always respond promptly.
Deidre Colgan, Office Manager, Standard Industries
Artemis
Loop 360 has built a trusted, longterm partnership with Artemis, a prominent UK-based investment manager known for its active and performance-led approach. We provide a bespoke Total Facilities Management (TFM) service that is tailored to the operational needs of their high-end London offices. This includes hard and soft FM delivery designed around the demands of their staff, executive visitors, and discerning clients.
From day one, our focus has been on providing a highly responsive, discreet, and detail-oriented service that complements Artemis’s reputation for excellence. Our site team from engineers to front-of-house — operate as an integrated extension of the client team.
Whether preparing spaces for investor briefings or maintaining pristine daily standards, Loop 360 ensures that Artemis’s offices reflect the calibre and quality expected from a top-tier investment organisation.
Chanel
Chanel, one of the world’s most celebrated fashion houses, entrusts Loop 360 to deliver facilities management services across its prestigious London estate. This includes planned and reactive M&E maintenance, compliance management, front-of-house, cleaning, and full FM consultancy for their new Global HQ development in Mayfair.
Our delivery is underpinned by an appreciation of Chanel’s core values — luxury, discretion, and refinement. We ensure that the standard of care extended to customers is mirrored in the internal workplace experience. Our team is carefully
selected for professionalism and cultural fit, with cleaning operatives and engineers trained to operate discreetly in sensitive and high-profile environments.
In addition to operational delivery, we support Chanel in strategic workplace planning, drawing on our design expertise and smart building platform to guide decisions on layout, sustainability, and infrastructure. Whether managing boutique spaces or office environments, we help ensure every Chanel space is immaculate, operationally sound, and brandaligned.
Hard FM Cleaning Security Front of House.
Crossworks
Crossworks is a boutique workspace provider offering stylish, flexible offices that promote wellbeing, productivity, and community in premium London locations.
Loop 360 provides daily soft FM services for Crossworks, with a primary focus on maintaining immaculate cleaning standards across their London properties. Our operatives are trained in detailoriented cleaning protocols that align with the hospitality-focused nature of the Crossworks brand.
Through Nhance, we support audit-ready reporting, real-time task tracking, and issue resolution. This allows Crossworks to focus on providing an outstanding occupier experience, while we ensure each site remains professional, welcoming, and consistently well-presented.
Cleaning
Perenco is an independent hydrocarbon company operating in multiple global territories, with a focus on operational efficiency and safe energy production.
Loop 360 provides Total FM services to Perenco’s London operation, offering a tailored and compliant service model suited to their technical and safety-focused industry. Our engineering team handles critical maintenance, while our cleaning and soft service teams provide a wellpresented, high-performance working environment.
From audit tracking to lifecycle forecasting, we ensure Perenco’s workplace remains reliable, resilient, and aligned with the company’s safety culture and global reputation.
Perenco
Hard FM Cleaning Front of House.
IQT
In-Q-Tel (IQT) is a strategic investor advancing breakthrough technology for national security applications, working at the intersection of innovation and intelligence. Loop 360 provides IQT with Hard services tailored to high-assurance environments. Our approach balances resilience, security, and technical excellence. From access control to compliance maintenance, we ensure IQT’s operations remain supported, safe, and efficient.
Cleaning and engineering teams are fully briefed on site sensitivity and our FM strategy supports IQT’s critical mission while providing a dependable, high-quality workplace infrastructure.
Hard FM
Uncommon Creative Studio
Uncommon Studios is a global creative studio helping brands like Uncommon build culturally resonant campaigns and content across New York, London, and Stockholm. Loop 360 supports Uncommon Studios through flexible ‘Day 2’ project works that match the pace and creativity of their business. We support the client is making the workplace truly bespoke to their changing needs to ensure the space always enhances and enriches the employee work life.
Project Works
We work as an embedded extension of their team, supporting events, ad-hoc requests, and everyday operational needs while keeping the space functional, inspiring, and production-ready.
Letter One
Hard FM Cleaning Security Front of House.
LetterOne is an international investment business focused on long-term, sustainable value creation across multiple sectors and regions. Loop 360 delivers full Integrated FM services for LetterOne’s London offices, including hard services, cleaning, frontof-house, and security. Our contract is built on a deep understanding of premium workplace requirements and the need for a proactive and high-standard service.
With Nhance at the core, we provide compliance assurance, service transparency, and issue tracking. Alongside BMS integration for automation and AI learning. Our team integrates seamlessly into LetterOne’s workplace culture, maintaining a consistently high standard across day-to-day operations and stakeholder interactions.
Freshworks
Fresha is a global platform powering scheduling, payments, and business growth for salons, spas, and wellness providers, with millions of users worldwide.
Loop 360 provides tailored Hard & Soft FM support to Fresha’s London HQ, maintaining infrastructure that supports a fast-paced, techdriven working environment. Our preventative maintenance regime and reactive tasking model are designed to minimise downtime and maximise safety.
Using Nhance, Fresha’s internal teams have real-time visibility of FM performance and can raise, track, and close tasks on demand. This ensures that their focus remains on innovation, while we handle the integrity of their workplace systems.
Hard FM Cleaning
Equinox
Equinox is a luxury fitness brand combining high-end design, innovative wellness programming, and performance-focused fitness facilities for discerning members.
Loop 360 delivers Hard FM services for Equinox gyms in London, ensuring critical building systems and highuse areas are maintained to premium standards. We align closely with Equinox’s expectations of immaculate presentation and operational uptime.
Our engineers are trained to work flexibly around gym operations, ensuring minimum disruption while maintaining safety, compliance, and performance. From HVAC to steam room. lighting and plant systems; Loop 360 helps ensure the seamless luxury experience Equinox members expect.
Hard FM Cleaning
Fresha is a leading global beauty and wellness platform, offering powerful booking, payment, and management tools for salons, spas, and wellness businesses. With millions of users worldwide, Fresha helps industry professionals streamline operations and grow their businesses.
Loop 360 supports Fresha’s London operations through bespoke Hard Facilities Management services. From routine maintenance to critical infrastructure support, Loop 360 ensures that Fresha’s fast-paced tech environment runs smoothly, safely, and without disruption, allowing their teams to focus on innovation and service delivery.
Section C: Management and Staffing
Overview
We believe that successful Facilities Management starts with the right people, aligned to the right roles, working in true partnership with the client. Our management and staffing approach is intentionally designed to be integrated, people-focused, and responsive to the evolving needs of each workplace.
As part of mobilisation, we invest time in understanding the unique culture, expectations, and operating rhythms of your office environment. This insight -gathered through discovery sessions, site walkthroughs, and scenario-based planning- shapes the composition of the contract team. We carefully balance existing TUPE staff with new hires to ensure continuity of service while enhancing capability and alignment to Snowflake’s values.
Staffing decisions are based on both ability and cultural fit. All team members are selected not only for their experience and qualifications, but for their professionalism, communication skills, and ability to contribute positively to the workplace experience.
Our Single Point of Accountability model places leadership and oversight firmly with the Account Manager, who acts as the conduit between the client and our wider team. This creates a streamlined management structure and ensures personal accountability for standards across all services.
During the transition period (the first 6 months post go-live), we maintain heightened oversight and conduct regular reviews with your Workplace team. This allows us to identify and resolve early challenges, refine team structures where necessary, and ensure that service delivery is continuously optimised to meet and exceed expectations.
*Proposed Resources Allocation – to be refined with client feedback
Account Manager 10am – 2pm
Facilities Manager 8am – 5pm
Contract Support 8am – 5pm
Helpdesk 24hr
Mobile Team 24hr
Technical Manager 8am – 5pm
M&E Engineer 6pm – 2am
Reactive Engineer (Day) 7am – 4pm
On Call Engineering Team 24hr
Soft Services Manager 8am – 5pm
Cleaning Supervisor 6pm – 9pm
Cleaning Operatives 6pm – 9pm
Day Janitors 8am -6pm
On-Site
Account Manager – (Half day / week) allowance for site presence and client meetings with additional time as part of our mobilisation plan.
Workplace Experience Manager (1 FTE) – permanent on-site role, acting as the central point of contact and strategic partner to Snowflakes’ Workplace team.
Cleaning Operatives (4–6 FTE) –subject to site size and shift model, providing core and periodic cleaning services.
M&E Mobile Engineer (0.2 FTE) –multiskilled compliance and maintenance engineer supported by mobile engineering team for peak demand or specialist interventions.
Off-Site
Helpdesk/Contract Support –integrated with the Nhance platform, to manage reactive tickets and customer service.
Mobile Cleaning and Engineering Support – available for events, deep cleans, cover or reactive issues, coordinated centrally.
Technical Manager - ensuring our engineering team is well trained, supported and aware of industry changes
00:00 6am 6pm
12:00 (Midday)
Individuals, Roles and Responsibilities
Category Role
Management Account Manager Manage client relationship and communication;
Management
Workplace Experience Manager
Management Contract Support
Nhance
Software lead
Admin Helpdesk
Admin Mobile team
Engineering Technical Manager
Engineering M&E Engineer
Engineering Reactive Engineer (day)
Engineering on call engineering team
Cleaning Soft Services Manager
Cleaning Cleaning Supervisor
Cleaning Cleaning Operatives
Cleaning Day Janitors
Oversee day-to-day site operations and building standards, Support the client in workplace experience,
Support contract administration and documentation; management, liaise with on-site team and Senior
Take ownership of Smart tech integration and software
Log and assign maintenance requests; Monitor ticket
Provide engineering and cleaning support across deep cleans
Oversee all technical building services including regulations; Coordinate planned and reactive maintenance
Carry out planned and reactive maintenance on standards
Perform daytime engineering tasks and maintenance;
Provide out-of-hours emergency support; Respond
Oversee all soft services including cleaning, waste, stakeholders and ensure compliance with policies
Supervise daily cleaning activities and staff; Conduct
Perform routine cleaning tasks (floors, surfaces, restrooms, regulations
Respond to daytime cleaning requests and emergencies;
*Final named roles will be confirmed post-award, including TUPE staff where applicable.
Key Responsibilities
Ensure service delivery meets our standards; Monitor KPIs and SLAs, lead service reviews
building management; Coordinate hard and soft service delivery; Ensure compliance with health and safety experience, events and roof terrace use. documentation; Manage financial records, invoicing and reporting; Coordinate meetings and assist in data Senior receptionist for planned and reactive bookings. software mobilisation and support.
ticket status and ensure timely resolutions; Act as a communication hub for FM services
across multiple sites; Respond to urgent or out-of-hours service needs; Con-duct scheduled visits and
HVAC, electrical, and plumbing systems; Manage compliance with statutory maintenance and safety maintenance with the engineering team; Provide technical leadership and guidance across facilities mechanical and electrical systems; Diagnose and resolve faults; Maintain compliance with technical maintenance; Support technical operations and site inspections; Address urgent repairs and requests Respond to critical system failures; Ensure minimal disruption during off-hours waste, pest control, and hygiene; Manage contracts and service level agreements (SLAs); Coordinate with policies
Conduct inspections and ensure standards are met; Train and support cleaning operatives restrooms, etc.); Ensure cleaning supplies are stocked and used properly; Follow health and safety emergencies; Maintain cleanliness of high-traffic areas; Support event set-ups and general facility upkeep
Hiring and Retention of Certified Talent
We believe that success starts with the right people. That’s why we hire not only for expertise, but also for attitude, ensuring every team member embodies our values of professionalism, reliability, and a commitment to excellence. All of our technical staff are fully certified to recognized industry standards, including City & Guilds, NICEIC, Gas Safe, and BICSc. This rigorous approach to recruitment and training ensures we deliver consistently highquality service across every project.
During recruitment, we vet candidates based on:
• Certifications and references
• Customer service ability
• Site-readiness (e.g. H&S and COSHH understanding)
• Cultural fit with Loop 360 and Snowflakes values
To retain talent, we offer:
• Ongoing training and upskilling via our Learning Hub
• Visible recognition (e.g. employee of the month)
• Clear development pathways into leadership roles
• Site-level social and engagement opportunities
• Annual personal development planning
Our retention rate is significantly above industry average and supported by a robust TUPE management approach that emphasises dignity, continuity, and growth
Electric Car Scheme
Regular Socials
Optical, Dental & Hearing Cashback - Vitality
Day Off on Your Birthday
Nursery Salary Sacrifice EAP - My Mind Pal
One Additional Day per Year Worked (This Will Be Backdated)
Creating a True Partnership with Snowflake
We believe the best workplaces come from trust, visibility, and shared values.
To create a true partnership with Snowflake, we will:
• Embed a dedicated Facilities Manager as your on-site Loop 360 ambassador
• Co-develop joint KPIs focused on both operational delivery and workplace experience
• Support Snowflake’s cultural and wellbeing events, especially on the roof terrace
• Integrate into Snowflake communications – e.g. newsletters, Slack, town halls
• Host quarterly performance reviews and staff experience roundtables
• Encourage Snowflakes staff to nominate Loop 360 team members for service awards
“ “
We don’t aim to be a supplier, we aim to be a visible, reliable part of your team.
Engagement with Existing Snowflake Workplace Staff
From day one, we aim to build alignment with your internal team. This includes:
• Attending your team huddles and meetings
• Sharing service data with transparency
• Supporting joint initiatives (e.g. wellbeing, culture, ESG)
• Participating in Snowflakes training, D&I activities, or volunteering days
• Actively supporting and not duplicating Snowflakes’ internal workplace function
Our role is to amplify your goals, not just meet SLAs. This starts with collaboration, shared objectives, and being a trusted part of the workplace ecosystem.
Section D: Our Approach to Integrated Facilities Management (IFM)
Our previous Facilities Management provider was falling short. From our first conversation with Loop 360, we felt confident our needs would be handled under one roof. Since partnering with them, we’ve received excellent customer service and prompt solutions. I highly recommend Loop 360 as a complete Facilities Management solution.
Hayley Gwinnell EU Facilities Manager
CIBT UK Limited & Newland Chase
Overview
At Loop 360, our approach to Integrated Facilities Management (IFM) is built around the principles of simplicity, accountability, and excellence. We bring together essential workplace services, including, hard services, cleaning, front of house, security, workplace services, into a single, integrated solution delivered by a dedicated, multi-skilled team.
Rather than operating in silos, our services are aligned under a unified management structure with a shared purpose: to provide clients like Snowflake with a safe, compliant, and high-performing environment that supports productivity, brand reputation, and employee experience.
We understand that Snowflake is a dynamic and values-led organisation. Our IFM solution is therefore designed to be proactive, technology-enabled, and culturally aligned, ensuring a smooth transition, continuous improvement, and measurable results from day one.
Single Point of Contact vs. Single Point of Accountability
In traditional FM delivery models, the concept of a Single Point of Contact is often positioned as a benefit to the client, providing a familiar individual to channel communication through.
However, this approach can unintentionally create a “letterbox” effect, where all issues, instructions, approvals, and escalations must be passed through a single person. This becomes a bottleneck, introducing delay, reducing responsiveness, and obscuring accountability within the delivery team.
At Loop 360, we go further. We have used our experience and our continuous improvement approach to develop a new model - the Single Point of Accountability.
This means our Account Manager doesn’t just sit at the centre of a communications funnel, they take ownership of outcomes across every service line. Supported by a fully integrated delivery team (engineering, cleaning, helpdesk, compliance), the Account Manager remains visible and accessible but has a team who are empowered to seek the most efficient route to resolve issues rapidly, without unnecessary layers.
This model ensures:
No delay in resolution: Subject matter experts act directly within their scope, with clear decision-making authority and in true partnership with the client side responsible person.
Transparent ownership: Every issue has a named responsible lead, visible to the client.
Scalable communication: Clients can connect directly with service leads when appropriate, without bypassing the system.
In practice, this approach delivers greater agility, accountability, and resilience, eliminating bottlenecks while retaining the clarity and personal service clients expect from a well-managed contract. Our teamwork as an extension of the Snowflake brand, reflecting your culture, values, and standards, with everyone working towards shared goals.
This graphic provides an overview of our IFM approach. Our Single Point of Accountability model ensures complete ownership and transparency, whilst connecting specialist skillsets directly for
efficient communication and working methods. Through our experience, we have found this model creates not only an efficient working practice, but true client integration delivered by a motivated and empowered team.
Finance Manager
Health And Safety Manager
Workplace Culture Team
Senior Receptionist Regional Workplace Manger
Senior Manager, Workplace Experience & Operations
Account Manager
Helpdesk Manager Workplace Experience Manager
Contracts Support Team
Technical Manager
M&E Engineers
Soft Services Manager
Cleaning Operatives
People Manager
Health And Safety Manager
Finance Manager
Planned Maintenance and Compliance: A Proactive, Accountable Approach
At Loop 360, we work closely with our clients to define a tailored maintenance programme that aligns with both current operations and future goals. This approach will give Snowflake the flexibility to adjust service levels and budgets, while ensuring consistent performance and statutory compliance across all systems.
Our strategy is guided by risk-based planning, ensuring critical assets are prioritised based on condition, function, and impact to business. Maintenance planning and asset management are fully integrated within our compliance framework — giving you confidence that every statutory obligation is met with precision and transparency.
Statutory Compliance Owned and Delivered
As your IFM partner, Loop 360 takes full accountability for all Statutory Planned Preventative Maintenance (PPM) in accordance with SFG20 and industry best practice. This includes, but is not limited to:
• Water treatment in line with L8 regulations
• Gas safety
• Electrical infrastructure testing
• Emergency lighting and life safety systems
• F-Gas compliance
• Fire systems and emergency lighting
• Pressure systems and valves
Compliance is not delegated it is owned. Our model is designed around our Single Point of Accountability approach, meaning your Account Manager is ultimately responsible for delivery standards and compliance performance. However, through this model, the right subjectmatter experts within our team are empowered to engage directly with the Snowflake stakeholders, ensuring faster decisions, clearer communication, and better results.
Our technical service delivery is governed by documented Standard Operating Procedures (SOPs), Emergency Operating Procedures (EOPs), and internal audits against SFG20 standards. We also provide statutory compliance schedules, realtime certification logs, and proactive alerts for re-certification deadlines. In parallel, our asset strategy includes lifecycle forecasting, supporting your forward planning and budgetary control.
Through condition assessments and benchmark data, we can provide clear visibility of CAPEX needs across the building's infrastructure enabling early interventions and reducing reactive spend.
Our statutory compliance system includes:
• Risk identification and mitigation per site
• Preventative control strategies
• Accurate record-keeping and certification tracking
• Documented escalation and audit processes
• Transparency and guidance through clear traffic light reporting
Lifecycle Planning & Intelligent CAPEX Forecasting
Our clients benefit from a forward looking, data-informed approach to asset management, going beyond routine maintenance to deliver meaningful insights that protect longterm value and reduce reactive spend.
Unfortunately, it has become common place in FM, for the key part of a PPM model to be ignored, Planned Preventative Maintenance. Our approach is underpinned by the principle of early intervention to prevent breakdowns, early replacements and primarily, disruption to the workplace experience.
Through regular asset condition assessments, detailed service history reviews, and continuous data capture we identify trends and signals that allow us to:
• Forecast larger capital expenditure requirements before failure risk escalates.
• Adjust maintenance schedules to better reflect actual asset performance and condition.
• Extend the life of mechanical and electrical systems through targeted, condition-based interventions.
The insights allow our Account Manager’s and Technical team to build an informed Forward Maintenance Plan (FMP), ensuring that Snowflake will have clear visibility of:
• Upcoming renewal needs and costs
• Life expectancy per asset category
• Prioritisation of high-risk systems
• Opportunities for efficiency improvements
• This predictive capability means clients benefit from a strategic lifecycle programme, designed to improve uptime, reduce unplanned outages, and support long-term financial planning across Snowflake’s estate. As opposed to other models that require heavy reactive support for asset breakdowns and costly ‘knee- jerk’ replacements and repairs.
Assets by Criticality Level
*Graphs are for illustrative purposes only. Actual data may vary. System
Technology-Enabled Visibility with CAFM Integration
Loop 360 are a tech-enabled FM company that continually explore and interrogate opportunities for innovation that technology can bring. As a founder of our own in-house Smart Buildings platform, the use of a technology enabled delivery model has been woven into the culture of Loop 360 since its inception.
We understand the balance of technological integration. The culmination of good people, experience, structure and technology leads to world class service delivery. More here
We have also partnered with a powerful CAFM platform that enables live visibility of all planned and reactive maintenance, compliance tasks, asset data, and cost tracking. This system is accessible via desktop or mobile and can be customised to Snowflake’s operational preferences with seamless integration into the Nhance Smart Platform if required. For our clients, you get access to real-time dashboards, compliance documents, work order statuses, and cost reports at the touch of a button.
The system also enables Snowflake staff to submit service requests directly, track progress, and provide feedback (if you wish it) — creating a closed-loop communication channel
that supports rapid resolution and data-informed decision-making.
The platform is structured around four key pillars:
Compliance:
A real-time Statutory Tracker for all critical tasks, inspections, and certifications
User Experience:
Simple request logging and updates, supported by a responsive, peoplefocused Helpdesk team.
Financial Control:
Consolidated reporting, work order approval flows, and open costing.
Transparency:
Easy and customisable reporting functions with live data and progress tracking.
In addition, the platform supports:
• 52-week PPM scheduling
• Digitised condition assessments and asset lifecycle planning
• SLA/KPI tracking and auto-reporting
• Vendor and supply chain performance portals
• Modules to support sustainability, wellness, and safety compliance.
A Helpdesk That Operates as Part of Your Team
At Loop 360, our Helpdesk function sits at the heart of our service delivery model, not as a remote or disconnected call centre, but as a crucial line of support for your dedicated contract team.
We truly believe that quality service coms from gaining a deep understanding of how our clients operate. Every client and every site are different. That’s why we have dedicated teams to each client that include not only Account Managers, but Contract Supports, Administrators and Workplace Experience teams.
For Snowflake, this would mean that faults or concerns are always discussed with a person that understands your site and how you work.
Our Helpdesk provides a central line of communication, connecting your dedicated contract teams, to our mobile cleaning and engineering personnel.
Unlike traditional helpdesks that serve purely as ticketing processors, our model delivers:
Personalised, human-led service
Delivered by professionals familiar with your building, your team, and your values.
Dynamic coordination
The Helpdesk acts as a live communication hub, bridging the gap between planned tasks and more adhoc / reactive works.
Service ownership
The Helpdesk is accountable to the Operations Manager and works closely with the Account Management teams, ensuring a ‘One Team’ response to your needs.
Real-time visibility
All requests and progress updates are logged through our CAFM platform, ensuring traceability, fast resolution and live status updates via our portal.
Out of Hours Resilience
For reactive support outside of core hours, we provide 24/7 cover. All outof-hours activity is governed by preagreed escalation paths, response time SLAs, and is integrated directly into the CAFM system to ensure service continuity, auditability, and compliance logging.
“ “
Because true support doesn’t clock off.
As an SME, we offer the agility and responsiveness that larger providers often lack including a three-step escalation path that reaches Director level, ensuring rapid decision-making, clear accountability, and exceptional responsiveness. This lean structure means issues are never lost in layers of bureaucracy and are resolved with urgency and ownership. Whether it’s a critical engineering fault at 2 a.m. or a minor facilities issue flagged over the weekend, our out-ofhours team operates with the same rigour, visibility, and professionalism as during peak times.
An Accredited Management System
Our internal cloud-based compliance hub provides a 360° view of service delivery and statutory compliance. This includes live dashboards, inspection logs, audit readiness, and performance reporting — all tailored to meet the specific governance needs of Snowflake.
Loop 360 operates under an independently certified Integrated Management System (IMS).
Cleaning Services: High Standards, Maintained Daily
Overview
We deliver high-performing cleaning services that go beyond appearance, supporting workplace wellbeing, safety, sustainability, and operational excellence.
Our approach is rooted in accountability, consistency, and visible standards. As part of our partnership approach and accountability to delivering a world class work experience. We understand that Snowflake’s brand, employee experience, and expectations demand a cleaning partner that is not only thorough but proactive, discreet, and aligned with your culture.
Cleaning is not treated as an ancillary service; it is integrated into our IFM framework and overseen by a Soft Services Supervisor, reporting directly to the Workplace Experience Manager under our Single Point of Accountability model. This ensures joined-up communication, rapid escalation of issues, and quality standards upheld across all touchpoints.
Our cleaning services are tailored to your building layout, occupancy levels, and rhythm of use, including breakout areas, high-traffic zones, meeting rooms, and washroom facilities.
We use structured daily and periodic cleaning schedules supported by visual standards, checklists, and digital audits via Nhance.
All Loop 360 cleaning operatives:
• Are uniformed and site-inducted
• Receive BICSc training within 90 days of mobilisation
• Are supervised by a named Soft Services Lead
• Operate to documented methods, frequencies, and zones
• Participate in regular quality audits and spot checks
Our teams are encouraged to take ownership of their workspace and operate with a ‘right first time’ mentality, ensuring that issues are resolved proactively and feedback is always actioned.
People First: Empowered, Visible, and Valued
At Loop 360, we know that exceptional cleaning standards begin with people — and the best results come from individuals who feel respected, motivated, and fully integrated into the teams they serve.
We understand that Snowflake values the current cleaning team, and as part of our mobilisation process we will ensure a smooth and respectful TUPE transfer, including:
• Early consultations and one-to-one meetings
• Clear onboarding communications and familiarisation with Loop 360 values
• Retention of working patterns and continuity of site knowledge wherever possible
• Fast-tracked Loop 360 induction and training (including BICSc and H&S)
But we go further. Loop 360 is committed to building site-level loyalty — where our cleaners feel they are not just working for us, but are part of the Snowflake environment.
Our approach includes:
Recognition programmes, such as our “Above & Beyond” awards presented at the client site and featured in joint communications (e.g. internal newsletters, digital signage).
Branded staff profiles with names and photos of cleaners and engineers displayed discreetly on client noticeboards or platforms.
Wellness
Opportunities for cleaning operatives to participate in client social or wellness initiatives, where appropriate.
Consistent, visible staffing, so cleaners and engineers are known by name and face to your colleagues.
Monthly team briefs that include client feedback and goals, helping our teams feel connected to the client’s mission.
We believe in creating a one Team culture where our people are seen, valued, and engaged not just by Loop 360, but by the client they serve every day. The result? Better morale, lower staff turnover, and consistent, reliable service for your site.
Sustainable & Safe: The Jangro ntrl™ Range
Loop 360 has carefully selected the Jangro ntrl™ range as our core suite of cleaning products. These high-performance solutions deliver professional results while significantly reducing environmental impact.
Key benefits of the ntrl™ range include:
• Plant-based, biodegradable formulations
• Free from aggressive chemicals, chlorine, and harmful VOCs
• Fully compliant with EU Ecolabel and COSHH standards
• Safe for use in enclosed or hightraffic areas
These products maintain excellent results on hard and soft surfaces, kitchens, washrooms, and workstations. Their naturally derived ingredients make them safer for both operatives and building occupants — an important consideration in openplan and agile working environments like Snowflakes’.
Technology-Enabled Quality Control with Nhance
To maintain a high standard of delivery and provide full transparency, Loop 360 integrates all cleaning activity into our Nhance CAFM platform.
This includes:
• Planned cleaning tasks tracked to location, time and operative
• Digital audits carried out by supervisors with mobile checklists
• Automated performance scoring and trend analysis
• Live rectification logs for any missed or unsatisfactory items
In addition, Snowflake staff can log spillages, incidents, or feedback directly through the Nhance platform (via mobile app if you wish them to). This request is sent instantly to the on-site team for resolution, and the progress can be monitored in real time by the requestor or FM lead — creating a closed-loop accountability system.
Continuous ImprovementDesign Thinking
We view continuous improvement not as an added extra, but as an embedded part of how we operate. Our approach is rooted in the principles of design thinking- an iterative, user-centred methodology that enables us to continually refine services based on real-world feedback, observed behaviours, and evolving workplace needs.
Rather than relying solely on compliance audits or tick-box performance indicators, we actively seek to understand how services are experienced by users across the business. This insight allows us to co-create solutions with the client, test small changes quickly, and implement enhancements that deliver measurable results.
We take a proactive, data-informed approach to evolving service delivery. Through regular reviews, structured feedback loops, and collaborative planning, we ensure the workplace remains aligned to both operational goals and employee experience. Whether improving cleaning standards in response to seasonality,
or adapting our audit processes based on staff feedback, we believe improvement comes from listening, testing, and acting—together. This philosophy underpins every part of our contract, from hard services optimisation to hygiene practices and workplace wellbeing.
To aid this approach, we will undertake:
• Monthly service reviews with client FM leads
• Monthly Account Manager cleaning audit sign offs.
• Seasonal health and wellbeing campaigns – e.g. 'Flu season hygiene focus’
• Snowflake Staff engagement surveys for feedback on cleanliness and hygiene perception
• Open platforms for staff engagement – improvement initiatives.
A Clean, Safe, and Cared-for Environment
The cleanliness of your environment is a visible reflection of your standards — and we take that responsibility seriously. By combining trained professionals, sustainable products, real-time digital control, and an embedded accountability model, Loop 360 ensures that cleaning is always where it should be: effective, seamless, and one step ahead.
Office Services – Bringing the Workplace to Life
Our role as an FM provider is about more than day-to-day operations — it’s about enhancing the experience for your people. Our approach is rooted in proactive support, personal ownership, and on-site presence that ensures your office runs smoothly, efficiently, and with personality.
At the heart of this offer is the Workplace Experience Manager role — a permanent, visible team member who acts as a key point of collaboration between Loop 360 and Snowflakes’ internal workplace and culture teams.
Hands-on Support to the Workplace Team
Our FM works closely with Snowflakes’ internal leads, attending daily huddles, planning meetings, and responding dynamically to evolving needs.
Event Set-up & On-the-Ground Execution
Whether supporting a product showcase, executive town hall, or cultural activation, our FM coordinates resources, sets up spaces, and ensures seamless delivery.
On-Site Oversight of Cleaning & Engineering
By being physically present and accountable, our FM ensures that cleaning and technical services are delivered to standard and adjusted to the daily office rhythm.
VIP & Guest Management
The FM supports your front-ofhouse or hospitality team, ensuring high standards of presentation and responsiveness when entertaining external guests or executive visitors.
Roof Terrace Activation & Wellbeing Support
We help activate underutilised space, including roof terraces, by managing set-up, providing ideas for wellness or social use, and ensuring safety and comfort during events.
Real-Time Issue Resolution
Through integration with our Nhance CAFM platform, the FM logs, escalates, and resolves issues quickly — ensuring nothing gets missed and that Snowflakes always has eyes on performance.
This role embodies Loop 360’s Single Point of Accountability ethos: one person responsible, empowered, and embedded in your office ecosystem to deliver both outcomes and service culture.
Meet Barry –A Real-World Example
Barry
Ezeagwu –
Workplace Experience Manager, Loop 360
Barry is a seasoned Workplace Experience Manager known for his hands-on leadership, operational precision, and strong client relationships. At one of our flagship sites (Chanel), Barry leads all on-site FM services from managing cleaning and engineering teams, to supporting high-profile workplace events and coordinating VIP visits.
He acts as the daily conduit between the client’s internal departments and our Loop 360 delivery team, making sure every issue is resolved quickly, every team member is motivated, and every guest experience is polished.
Barry’s strength lies in balancing proactive planning with responsive service. Whether it’s aligning cleaning schedules to brand events, managing compliance-critical tasks in the background, or quietly fixing faults before they escalate, Barry ensures the workplace runs like clockwork often before anyone notices something needs attention. Through this quiet consistency and behind-the-scenes precision, Barry plays a vital role in creating a workplace where people can focus, collaborate, and thrive. His approach
supports employee wellbeing not through fanfare, but by ensuring the environment is always calm, functional, and ready allowing others to perform at their best without distraction.
He holds certifications in Health & Safety, Information Technology, and is a Certified Scrum Master, giving him a unique edge in combining technical know-how with agile service delivery. Clients appreciate Barry not just for his expertise, but because he feels like one of their team a trusted, recognisable face who brings accountability, energy, and professionalism to every working day.
Wellness and inspiration
Enhancing Wellbeing Through Workplace Activation
At Loop 360, we believe the modern workplace should do more than function. It should inspire. A clean, safe, and cared-for environment is the foundation of high performance, and we take that responsibility seriously. Through highly trained professionals, sustainable cleaning products, realtime digital control, and a model of embedded accountability, we ensure hygiene and presentation are always a step ahead visible reflections of Snowflake’s high standards.
We understand that Snowflake is more than a data platform, it’s a culture of innovation, collaboration, and people-first values. That’s why our integrated facilities management goes beyond maintenance to actively enhance employee wellbeing and connection to place.
Working in partnership with your workplace and culture teams, we see the roof terrace as an underused asset, one we can transform into a wellbeing-driven hub of energy, nature, and engagement.
Roof Terrace Concepts
Mindful Mornings
Rooftop yoga or guided meditation sessions with local practitioners.
Grow-Your-Own Planters
Seasonal vegetable beds and workshops supported by urban farming experts.
Rooftop Reset Zone
Integrated seating, greenery, and shade for informal meetings or quiet moments.
After-Hours Activation
Culture-led social events, town halls, and wellness days, supported by our FM team.
These initiatives are not just decorative they are performanceenhancing. Through biophilic design, pollinator-friendly planting, and even on-site hydroponic vertical farms (bringing pesticide-free produce into your workspace), we help connect your people to nature and purpose. Our custom installations like moss walls, living pictures, bee habitats, and zero-waste wormeries represent just some of the methods we could implement increasing commitment to supporting biodiversity, wellbeing, and sustainability.
Our on-site Workplace Experience Manager can coordinate and promote these experiences, from managing AV and seating, to liaising with vendors and overseeing post-event cleaning. We also track usage and engagement through our Nhance platform, helping Snowflake continually evolve the workplace experience.
Ultimately, this is about helping you get more from every square metre delivering a workplace that’s not just operational, but energising, inclusive, and unmistakably Snowflake.
“
We fully support Loop 360’s vision and would welcome the opportunity to help implement urban farming at Snowflake.
“
Jack Astbury, Urban Organic
Section E: ESG & Sustainability at Loop 360
“
At Loop 360, sustainability isn’t an addon — it’s a commitment embedded into every aspect of our delivery model. We view ESG as a shared responsibility between us and our clients, where every decision we make — from cleaning product choices to fleet vehicles — contributes to a healthier planet, stronger communities, and more inclusive workplaces.
“
Environmental Stewardship
We are committed to reducing our environmental footprint and supporting our clients in doing the same. Our environmental action plan includes:
Zero single-use plastics across our cleaning and office operations
Use of Jangro ntrl –a 100% biodegradable, bleach-free cleaning product range that meets the highest eco-standards while delivering excellent hygiene outcomes
No waste to landfill all waste is channelled through certified recycling and recovery streams, audited monthly
Targeted carbon reductions through: Transition to electric fleet vehicles across mobile teams
Implementation of motion-sensor lighting in managed plant and backof-house areas
Cycle-to-work schemes and active travel incentives for site teams
Digital-first processes to reduce reliance on paper and reduce office energy use
Through our Smart Buildings platform, Nhance, we can also support Snowflakes in tracking buildinglevel sustainability performance and carbon reporting.
Social Value & Community Impact
We believe in creating a positive impact not only on the workplace but on the wider community. Loop 360 commits to:
Living Wage Foundation alignment
All employees and subcontracted cleaning and engineering staff are paid the Real Living Wage as standard
Local employment and apprenticeships we actively recruit from the communities we serve and partner with schools and job schemes to offer entry pathways into FM careers
Volunteering and community hours we pledge a minimum of 120 staff hours per year for community volunteering, which could include:
• Supporting Snowflakes-chosen charities
• Tree planting or green space projects
• Supporting social value workshops or events on-site
Diverse and inclusive hiring practices 45% of our workforce identify as nonUK born, and we maintain a genderbalanced leadership team
Sustainable Business Practices
We reinvest profits into innovation and sustainability initiatives that benefit both Loop 360 and our clients. This includes:
• Ongoing investment in training and development, particularly around ESG best practices
• Partnering with carbon benchmarking bodies to track and transparently report on our reductions
• Embedding sustainability into our supply chain selection criteria — from eco-certified consumables to zero-emission delivery providers
• Supporting Snowflakes in cobranded ESG initiatives, including joint awareness campaigns or event sponsorships
We don’t just comply — we collaborate. Every service line we deliver is assessed through an ESG lens, ensuring that together, we are contributing to a smarter, more ethical, and more sustainable built environment.
Section F: Service Levels and Performance Management (SLAs & KPIs)
Overview
At Loop 360, we believe that quality should be measurable, accountable, and transparent. We manage all contracts with a structured performance framework underpinned by mutually agreed Service Level Agreements (SLAs) and Key Performance Indicators (KPIs), covering management, soft services and hard services delivery.
Our Approach
• During mobilisation, we work with the client to define a customised set of SLAs and KPIs that align with Snowflakes’ service expectations, strategic goals, and compliance requirements.
• These indicators will be embedded into our CAFM system to enable real-time performance tracking and automated reporting dashboards.
• Monthly review meetings will be used to present SLA performance, action improvements, and drive innovation.
Example KPIs (Soft & Hard Services)
Cleaning / Soft Services
• Audit scores via inspection tools
• Completion of periodic cleaning tasks
• Consumables stock level compliance
• Team appearance and uniform standards
• Supervisor responsiveness
• Staff friendliness and professionalism
• End-user satisfaction survey feedback
• Sustainability KPIs (use of certified eco-products, waste segregation rates)
Technical / Hard Services
• Completion of Planned Preventative Maintenance (PPM) within SLA
• Reactive task response and resolution times
• Compliance to SFG20 standards
• Statutory certification status (L8, EICR, Emergency Lighting)
• Asset uptime percentage
• Mean time to resolve faults
• CAPEX forecasting accuracy and lifecycle schedule updates
Service Request Priority Levels
The table below outlines Loop 360’s standardised service request priority levels, covering both hard and soft FM tasks. These priorities form the basis of our SLA framework and are aligned to industry best practice to ensure timely, risk-aligned response and resolution.
1 – Emergency (24/7)
Immediate and serious risk to health & safety, security, critical assets, or significant disruption to operations.
2 – Urgent
3 – NonUrgent
4 – Routine
5 – Prearranged
Issues that may impact health & safety or restrict operation with limited inconvenience.
Issues that affect operations but do not cause immediate disruption.
Minor faults or standard maintenance tasks with no urgent impact.
Attend within 3 hours
Attend within 6 hours
Attend within 3 working days
Scheduled attendance as planned
Permanently or intermediately rectify within 3 hours
Permanently or intermediately rectify within 24 hours
Rectify within 3 working days
Rectify within 20 working days
Tasks not covered under Priorities 1–4; completed by agreed date. By prearranged date/time By pre-arranged date/time
Section G: Project Programme
Mobilisation: Tailored, Transparent and PeopleFirst
At Loop 360, we view mobilisation not simply as a transition, but as the critical foundation upon which long-term service excellence is built. Our mobilisation approach blends methodical project governance, collaborative service design, and a deep respect for the human and operational elements of your workplace. This ensures that every service line we take on is not only compliant and ready, but also aligned, embedded, and positioned to thrive.
As a boutique FM provider, we are structured to offer a bespoke and responsive service from day one. We don’t roll out a templated model. Instead, our mobilisation is shaped through a series of collaborative workshops and scenario-based exercises that allow us to empathise with the end users, align with the workplace culture, and co-design a delivery model that reflects your values.
As a technology-enabled supplier, we are continually exploring new partnerships that enhance our service offering. In this case, our mobilisation roadmap is developed with project management methodologies that are made visible through Monday.com. Giving both Loop 360 and Snowflake a shared, live view of every task,
milestone, and risk. Each workstream, from TUPE to asset verification to communications is tracked through this central platform with RAG status, dependencies, and owner accountability clearly defined.
This live visibility ensures Snowflakes are fully informed at every stage, with progress calls, shared dashboards and escalation points clearly outlined.
*Please click for the details.
Collaborative Co-Design with Snowflake
Rather than impose a structure, we co-design the mobilisation with Snowflake through targeted workshops and scenario-based sessions. Experience has taught us that mobilisation works best when it is truly collaborative, and working towards a shared long-term goal of what the client wants to achieve.
We incorporate sessions such as:
A Mobilisation Kick-Off Workshop, where we agree service priorities, cultural tone, and site-specific concerns.
Department-specific scenario sessions (e.g. VIP visitor protocols, spill response audits, or rooftop event setup).
Real-time input into KPIs, reporting formats, and helpdesk workflows. The End Goal: what does perfect look like, and how do we get there. Exploratory session.
A day in the life: exploring the individual roles of the FM team both client side and supplier side to understand their challenges and set their goals.
This collaborative approach ensures that the final operating model reflects not only your scope, but also your brand, energy, and ambition. It also fosters a truly integrated partnership under and IFM model. Allowing for a deeper level of understanding of each stakeholders challenges, opportunities and ambitions for the space and it’s impact on the experience of the endusers.
Technical Services: Asset Validation and Lifecycle Planning
Our mobilisation phase begins with a thorough validation of all technical infrastructure, forming the foundation for a compliant, reliable, and efficient maintenance regime. Our technical team undertakes a structured review of all available documentation, including O&M manuals, historical service reports, warranty records, and recent installation data. This is followed by a full on-site asset verification process.
This process produces:
A comprehensive asset register, capturing detailed information such as asset type, make, model, serial number, condition, location, and business criticality. This information is uploaded into our CAFM, enabling live tracking, QR-code access, and lifetime monitoring.
A Lifecycle Forecast, projecting expected replacement timelines across 10–15 years. This provides Snowflakes with forward visibility of potential CAPEX requirements and supports budget planning.
A bespoke PPM planner, built around more than just SFG20 standards. We consider not only manufacturer guidelines but also asset condition, site context, criticality, and operational history, allowing us to intensify or reduce maintenance frequency where appropriate. Assets in critical zones or with a condition rating of ‘acceptable’ or below are flagged for more frequent inspection or pre-emptive action.
With this data in hand, our team develops tailored Standard Operating Procedures (SOPs) and Emergency Operating Procedures (EOPs) aligned to the unique conditions of the site. These procedures ensure consistency of service delivery while allowing for contingency protocols in case of asset failure or operational disruption.
All validated data is made immediately available to our mobile engineers and specialist subcontractors via our mobile interface, ensuring consistent knowledge across all personnel attending site.
Once in service, the system doesn’t sit still. We conduct quarterly technical reviews as part of our account management meetings: reassessing maintenance performance, monitoring reactive fault patterns, and
evaluating trend data to determine whether PPM schedules should be adjusted or risk levels recalibrated. This results in a truly proactive maintenance approach, where data is not just collected, but acted upon.
Ultimately, this process ensures that your technical infrastructure is not only compliant and well-maintained, but also managed in a way that supports resilience, cost-control, and continuous improvement from day one.
Soft Services: TUPE and Cultural Integration
Where existing cleaning staff are transferring under TUPE, our mobilisation is focused on continuity, care, and culture. We begin with clear, empathetic communication, delivering team briefings, one-to-one meetings, and individual onboarding sessions that set expectations and reassure staff. Our goal is to make every team member feel respected, supported, and excited about joining Loop 360.
Our TUPE process includes:
• Early consultation with full HR support
• Cultural onboarding and branded uniforms
• Induction into BICSc standards, our CAFM system, and client-specific workplace expectations
• Buddy system and team lunch introductions
• Enrolment into Loop 360’s reward and recognition programme
Within the first 30 days, we ensure all soft services staff are trained, equipped, and embedded, not just into a cleaning rota, but into a visible, client-aligned service culture.
This collaborative approach ensures that the final operating model reflects not only your scope, but also your brand, energy, and ambition.
Recruitment and Cleaning Mobilisation
Mobilising cleaning services effectively is not just about transferring people and equipment, it’s about creating a high-performing, fully integrated team that reflects Snowflakes’ values and service expectations from day one.
At Loop 360, we treat the mobilisation of soft services with the same rigour and care as technical operations. This includes TUPE consultation and support, but also recruitment, induction, product setup, compliance and site integration.
Recruitment and Resourcing
Where recruitment is required to supplement TUPE-transferring staff (or to resolve gaps identified through skills audits) we follow a robust recruitment and vetting process managed by our HR and Compliance Team. We recruit based on merit, cultural fit, and capability, with candidates assessed across:
• Cleaning qualifications and previous sector experience
• Customer service and communication skills
• Track record of reliability, teamwork, and responsiveness
• Right to work documentation, references, and (where required) DBS screening
Candidates progress through a structured selection process, including screening interviews, ID verification, and optional site-specific assessments. Only when checks are complete is a formal offer extended.
We recruit locally wherever possible, supporting both Snowflakes’ community focus and our ability to respond quickly with trained, consistent team members.
Team Onboarding and Integration
Our goal is not simply to induct staff, but to integrate them into the workplace culture. From day one, our cleaners are presented as an extension of the Snowflake team. This includes:
• Joint-branded uniforms and PPE (if preferred)
• Role-specific onboarding including site orientation, H&S briefing, cleaning standards and SOPs
• Briefings that introduce Snowflake’s workplace culture, tone, and expectations
• An optional ‘buddy’ scheme, pairing them with experienced Loop team members
Cleaners are introduced to our CAFM system as part of their induction training, allowing them to view assigned tasks, receive mobile audits, and log issues or hazards in real time
Safe Setup: Storage, Materials and Standards
Ahead of contract commencement, we prepare all soft services spaces to be safe, compliant, and fully operational. This includes:
• Storage area setup with secure cabinets, racking, COSHH signage and data sheets
• Deployment of sustainable cleaning products including the Jangro Ntrl range
• Calibration and location of any dosing systems, trolleys and equipment
• Fire safety and spill response kits in place with team trained on usage
• Bespoke Work Instructions created per role and area (aligned to BICSc colour codes)
We conduct a Cleaning Risk Assessment before go-live, feeding into H&S documentation, route planning and task design. All cleaning protocols are fully compliant with Loop 360’s accredited Quality Management System (ISO 9001:2015) and OHSAS 18001 standards.
Uniform and Professional Presentation
Our team’s appearance and professionalism are vital in highperformance workplaces. Each cleaner will be provided with:
• Smart, branded uniforms tailored for function and comfort
• ID badges and optional co-branded credentials
• Regular uniform audits and annual re-issue
• Clear standards for conduct, visibility and customer interaction
Uniforms can be tailored to Snowflake’s brand, and specific seasonal, or out-of-hours uniforms can be added as needed.
Monitoring and Readiness
Before go-live, our mobilisation manager and site supervisor conduct a full ‘Ready for Service’ inspection, checking:
• All staff are present, trained and inducted
• Equipment and cleaning stations are in place and operable
• All safety and compliance documentation is logged in Nhance
• Work Instructions are understood and signed off by staff
This ensures a safe, confident and well-prepared launch.
Contract Communication Schedule
Loop 360 is committed to maintaining clear, structured, and proactive communication across all levels of the Snowflakes contract. Our governance model supports both operational excellence and strategic alignment through a comprehensive communication plan that is made bespoke during the mobilisation process.
All meetings are tracked and scheduled via Monday.com, ensuring complete visibility, accountability, and timely escalation when needed.
Purpose
team, key Snowflake Align on mobilisation milestones, manage risk log, and track progress
lead, Contract Manager Review PPM performance, asset data, compliance tracking team, FM lead Spot-checks, visual standards, reactive job close-out leads, Snowflake FM
Operational performance review, SLA updates, upcoming changes
Snowflake stakeholder Escalation items, project progress, strategic service discussion
cleaners Internal continuity handover across shifts and service lines
Snowflake leadership KPI performance, continuous improvement, innovation roadmap both teams
independent auditor
Review DR plan, update continuity measures, test emergency protocols
Full internal audit against ISO, BICSc, and compliance standards
Continuous improvement: The First 100 Days
Mobilisation doesn’t end on go-live. For the first 100 days, our Account Manager and senior leadership team remain hands-on, guiding the team through the contract delivery and ensuring services are monitored and reviewed so that we can act on continuous improvement initiatives.
Feedback from the client team is essential at this point and gathered as part of our monthly contract review meetings. Aligning feedback and current performance against the target goals set in the early stages of mobilisation.
The Account Manager will carry out:
• Daily check-ins and audits during weeks one & two (standard setting)
• Stakeholder satisfaction checks and structured lessons-learned capture (continuous improvement culture)
• Rolling refinement of PPM schedules, cleaning audits and performance dashboards
• A 30-day post-launch review with documented outputs and recommended refinements
High level mobilisation overview
Phase Key Actions
Pre-Award
Month1
Month 2
Go-Live
Post-Go Live (Days 1–100)
Confirm TUPE scope, assign Loop 360 project lead, initiate data review, launch Monday.com workspace
Staff engagement and TUPE consultation, site access, asset validation & M&E review, service design and exploratory workshops, recruitment, workshop findings refined.
CAFM setup, document controls, PPM and soft service schedules agreed, uniforms and equipment deployed, end goals and shared vision set with client and team.
Contract team deployed, all compliance documentation in place, test tickets submitted, reporting activated
Stakeholder feedback, dashboard reviews, lessons-learned log, continuous improvement roadmap
Section H: Fee Proposal
Fee Proposal
Role Title Description
Account Manager
Workplace Experience Manager
Contract Support
Cleaning Supervisor (out of hours)
Day Janitor
Day Janitor
Cleaner (Out of Hours)
Compliance & SFG20 PPMs
Additional Engineering Services - Inhours
Additional Engineering Services - OOH
Manage client relationship and communication; Ensure service delivery meets our standards; Monitor KPIs and SLAs, lead service reviews
Oversee day-to-day site operations and building management; Coordinate hard and soft service delivery; Ensure compliance with health and safety standards, Support the client in workplace experience, events and roof terrace use.
Support contract administration and documentation; Manage financial records, invoicing and reporting; Coordinate meetings and assist in data management, liaise with on-site team and Senior receptionist for planned and reactive bookings.
Supervise daily cleaning activities and staff; Conduct inspections and ensure standards are met; Train and support cleaning operatives
Respond to daytime cleaning requests and emergencies; Maintain cleanliness of high-traffic areas; Support event setups and general facility upkeep
Respond to daytime cleaning requests and emergencies; Maintain cleanliness of high-traffic areas; Support event setups and general facility upkeep
Perform routine cleaning tasks (floors, surfaces, restrooms, etc.); Ensure cleaning supplies are stocked and used properly; Follow health and safety regulations
All statuatory compliance takss and SFG20 maintenance requirements as per the brekadown provided
Additional engineer hours for ad-hoc, reactive tasks (208 hours) and contractor escorting (16 hours)
EXCLUDED - OOH contractor escorting, this is currently excluded as we belileve that with fully vetted sub-contractors there is no need to incur additional costs to escort these.
Pest Control Monthly pest control services
Window cleaning Internal window cleaning and glass partitions
*Please refer to Ex C London IFM Commercial Sheet Loop 360 Submission for full cost breakdown.
Fee Proposal
Contract Set-up & Mobilisation (oneoff cost)
Recruitment (one-off cost)
nHance One-Time Set-up Fee
Full contract mobilisation via the mobilisation team, system set up, mobilisation meetings, asset verification and technical reviews, asset register production and lifecycle forecaast, cleaning audits and instruction documents , administration etc.
Allowance for recrutiemnt fees for Workplace Experience Manager
Optional
"nHance One-time set-up fee to integrate Snowflakes existing occupancy sensors as well as provide the full suite to nhance services including;
Visual Model (2D/3D)
Asset Manager
Fault Reports+PPM
Feedback+QR
Energy Monitoring
Document Hub
Sustaniaility Reporting
Alerts
Mobile App (FM & Staff)
Dashboard Reporting
Occupnacy & People Counting
Indoor Air Quality
AI Analytics And more
Scope to be agreed with Sonwflake"
nhance Annual
Subscription Annual reoccurring annual subscription for the features included.
*Please refer to Ex C London IFM Commercial Sheet Loop 360 Submission for full cost breakdown.
Section I: Conclusion
A Partner, Not Just a Provider
At Loop 360, we don’t just manage facilities, we shape experiences. Our proposal reflects a service that’s intelligent, agile, and deeply aligned with the expectations of a forwardthinking business like Snowflake. With embedded accountability, technology-led delivery, and a visible, people-first team culture, we are ready to create a workplace that is not only operationally seamless, but energising, and unmistakably yours.
From all the team at Loop 360 we would like to thank you for the opportunity to present our proposal, we would be proud to partner with you on this journey and look forward to working with you to bring our approach to life within the London Snowflake office.